Caravan parade checklist: what to arrange and when

A caravan parade needs more than decorated vehicles and a route. You have to secure permissions, traffic measures, a start point, a final venue and parking before registrations open. This checklist puts those jobs in a workable order, then covers participant information, route materials, food, drinks and the final venue setup. Use it to keep the parade moving safely and avoid last-minute problems such as missing licence plates, unconfirmed toilets or no power for the sound system.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Apply for permits
Apply for traffic measures
Check the route
2 people
Reserve starting location
Reserve final venue
Reserve parking spaces
Reserve toilets
Check insurance
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register license plates
2 people
Send participant information
Print route map
Number the wristbands
2 people
Brief traffic controllers
2 people
Check the weather forecast
Create final participant list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort route signs
2 people
Bring materials to the venue
4 people
Block off the parking area
4 people
Set up the information tent
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Put up route signs
4 people
Connect power supply
2 people
Set up sound system
2 people
Set up buffet
3 people
Fill coolers
2 people
Set up the registration desk
2 people
Lay out bib numbers
2 people
Position traffic marshals
4 people

Event

Receive participants
4 people
Check off license plates
2 people
Explain the Route and Rules
2 people
Set up caravans
6 people
Give the opening speech
Set the parade off
4 people
Staff traffic points
6 people
Supervise the parade
4 people
Take photos of the parade
2 people
Guide caravans to the final location
4 people
Assist with parking at the final location
4 people
Serve welcome drinks
3 people
Serve snacks
3 people
Prepare barbecue
3 people
Operate barbecue
4 people
Refill drinks
2 people
Empty trash bins
2 people
Provide music
Monitor the caravans
2 people
Announce the final departure
See participants off
3 people

Aftercare

Clear the buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove route signs
4 people
Collect waste
4 people
Clean the grounds
4 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Check traffic materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Buffet tablesqty 4

Tableware

Reusable platesqty 180
Reusable cupsqty 250
Wine glassesqty 80
Cutlery setsqty 180
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Barbecueqty 3
BBQ toolsqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Food warmersqty 4

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Tablecloth rollsqty 4

Traffic equipment

Traffic conesqty 30
Crowd control barriersqty 12
Route arrowsqty 20
Reflective vestsqty 12
Parking signsqty 20

Information

Bib numbersqty 60
Wristbandsqty 180
Route mapsqty 80
Clipboardsqty 6
Waterproof markersqty 12
Pen setsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Washing-up tubsqty 4
Spongesqty 12
Tea towelsqty 20

Catering

Groceries

Tips

Start with the date and route, then apply for permits and traffic measures before inviting participants. Approval can take several weeks, so do not wait until the registration list is filling up.
Check the complete route in advance, including the start location, final venue, parking spaces and places where traffic controllers will be needed. Print the route map and sort the route signs before parade day.
Close registration early enough to process dietary requirements, register licence plates and send participant information. Send the final list and practical instructions at least 3 days before the parade.
Plan the first hour of refreshments separately from the rest of the event: allow 2 to 3 drinks per person for that hour, then chill drinks and prepare snacks before vehicles arrive. Confirm reusable cups, plates, serving equipment and coolers at the same time.
Prepare a loading plan for the venue, including tents, tables, chairs, lights, extension cords and traffic cones. Bring materials to the venue before the event day where possible, and check the weather forecast 48 and 24 hours beforehand.

Frequently asked questions

How far in advance should I apply for a caravan parade permit?: Start the permit and traffic-measure applications at least 6 to 8 weeks before the parade. The exact processing time depends on the route and local authority, so confirm the deadline before you publish invitations.
When should caravan parade registration close?: Close registration 7 to 10 days before the event. That gives you time to process entries, collect dietary requirements, register licence plates, number wristbands and create the final participant list.
How many drinks do I need for a caravan parade?: Plan 2 to 3 drinks per person for the first hour, then add drinks for the remaining programme and a buffer for drivers and non-alcoholic options. Chill the drinks before arrival and keep extra supplies in coolers.
What should I check the day before a caravan parade?: Check the weather forecast, final participant list, licence plates, route signs, traffic-cone placement, toilets, power supplies and venue access 24 hours beforehand. Also confirm that food, snacks, cups and serving equipment are ready for loading.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.